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You need to record ‘other income’ received by your charity that has had tax deducted, eg bank interest, estate income, legacies, or royalties if you use Charities Online. You can do this by using a schedule spreadsheet and attaching it to your online claim.

What to include

On the other income schedule spreadsheet, you must enter the:

name of the payer (maximum 40 characters)

date of the payment using the format DD/MM/YY

amount of the gross payment

amount of the tax deducted

You need to have written confirmation from the payer showing the tax that’s been deducted from the income received.

If you’ve already saved the relevant information on your own spreadsheet, you can copy and paste the contents it into the schedule spreadsheet.

Adjustment box

This allows you to amend an error which was made in a previous claim which caused you to receive an overpayment to which you are not entitled, including a claim under the Gift Aid Small Donations Scheme.

The over-claimed amount will be deducted from the claim you’re making. Where this isn’t possible, eg if the overpaid amount is more than the claim you’re making, you’ll need to make an additional payment to HM Revenue and Customs.

Enter the amount of tax over-claimed, not the value of the donation. This amount will then be deducted from the claim you are in the process of submitting.

Limit per spreadsheet

The other income schedule spreadsheet has a maximum of 200 lines, so you can only claim for 200 donations on one spreadsheet at one time. Don’t exceed the maximum number of lines on the schedule spreadsheet. Any excess lines will not be attached as part of your claim.

However, you can submit as many online claims as you like, so if you have 300 other income donations, you can submit 2 claims with 150 donations on each claim. You must have completed and submitted one online claim before you start the second one.

Get the right software

The schedule spreadsheet is written in OpenDocument format (ODF), a free format for spreadsheets used worldwide. Using ODF means the schedule spreadsheet can be opened with a variety of software programs.

Before you open the schedule spreadsheet, make sure that you have one of these software programs installed on your computer:

Microsoft Excel - Microsoft Office 2010 for Microsoft Windows

LibreOffice 3.5 for Microsoft Windows, Apple Mac OS and Linux

If you use Microsoft Excel you must download the correct schedule spreadsheet for MS Excel.

If you use LibreOffice, you must download the LibreOffice schedule spreadsheet. Downloading LibreOffice is free and only takes a couple of minutes. Download the latest version of LibreOffice (opens new window). Don’t download the LibreOffice version of the schedule spreadsheet and then try to convert it to Microsoft Office or Excel (or vice versa). If you do, you may experience problems.

Other ODF programs may allow you to open the schedule spreadsheet files, but they may not allow you to attach your spreadsheet to your online claim or view the contents in Charities Online.

Saving and attaching

When you have the appropriate software to open the schedule spreadsheets, save the spreadsheets onto to your computer. You can use them straight away.

Each worksheet in the schedule spreadsheet has a named tab at the bottom left. The tab name is: R68OI_V1_00_0_EN (or CY for the Welsh version) - other income schedule spreadsheet. Don’t change the name, or you won’t be able to attach the schedule spreadsheet to the online form in Charities Online.

Spreadsheets saved in OpenDocument format have the suffix ‘.ods’ after their file name to show which format the document is saved in. For example, a file called ‘Gift Aid Claim 2013’ would be saved as ‘Gift Aid Claim 2013.ods’. If you change the suffix, you may experience problems when trying to upload your spreadsheet to Charities Online.

Download the schedule spreadsheet

Before you download the schedule spreadsheets, it’s important that you download and use the appropriate schedule spreadsheet version for your software.

If you use Microsoft Excel you must download the correct schedule spreadsheet for MS Excel. If you use LibreOffice, you must download the LibreOffice schedule spreadsheet.

Don’t download the LibreOffice version of the schedule spreadsheet and then try to convert it to Microsoft Office or Excel or vice versa.